Members' party shopping list
A members' party needs more than food and drinks. This shopping list covers the practical items that keep registration, serving, music, games and guest comfort running smoothly. Plan tableware for every confirmed guest, plus a small reserve, and check equipment before shopping day. Items such as name badges, dietary labels, coolers, extension cords and serving utensils are easy to overlook until setup starts.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 70
- Buffet tablesqty 3
- High tablesqty 4
- Coat racksqty 2
Tableware
- Reusable platesqty 75
- Reusable bowlsqty 75
- Reusable glassesqty 100
- Coffee cupsqty 75
- Cutlery setsqty 75
- Serving plattersqty 12
- Serving tongsqty 8
Kitchen
- Cutting boardsqty 4
- Bread knivesqty 3
- Serving spoonsqty 8
- Corkscrewsqty 3
- Bottle openersqty 4
Equipment
- Portable speakersqty 2
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
- Coolersqty 4
- Thermos flasksqty 4
Decorations
- Balloonsqty 100
- Buntingqty 10
- Tableclothsqty 8
- Name badgesqty 75
- Balloon ribbonqty 2
Sports equipment
- Conesqty 20
- Soft ballsqty 6
- Hoopsqty 6
- Tug of war rope
- Scoreboardsqty 3
Cleaning
- Waste binsqty 6
- Dustpan and brushqty 2
- Broomqty 2
- Mop headsqty 2
Lighting
- String lightsqty 4
Catering
- Groceries
- White bake-off rolls - 80 pieces
- Whole grain bake-off rolls - 40 pieces
- Mini rolls - 60 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Herb butter - 6 tubs
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 500 grams
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Quinoa salad - 2 kilos
- Herbs - 4 pots
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Cheese sticks - 4 boxes
- Mini frikandels - 4 boxes
- Apples - 5 kilo
- Grapes - 4 kilos
- Bananas - 3 kilos
- Cookies - 6 packs
- Chocolate bars - 60 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 2 kilos
- Ice cubes - 10 bags
- Paper napkins - 6 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces
Tips
- Plan reusable plates, bowls, glasses, coffee cups and cutlery for every confirmed guest, then add 10% spare pieces. A final guest list makes this count more reliable.
- Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill drinks in advance and use coolers if the venue has limited refrigerator space.
- Buy or bring name badges and dietary labels before the doors open. Prepare them from the final guest list so late arrivals do not have to write everything out at the registration table.
- Check the music and activity equipment at least one day before the party. Test portable speakers, the microphone, extension cords and power strips, and count the cones and soft balls for the game corners.
- Reserve enough serving platters, tongs, spoons, cutting boards and bread knives for the buffet. Put corkscrews and bottle openers at the bar before guests arrive; they are commonly discovered too late.
Frequently asked questions
- How many plates and glasses do I need for a members' party?
- Count one plate, bowl and glass per confirmed guest, then add 10% spare pieces. For a group of 50, that means 55 of each item where possible, with extra coffee cups if coffee is served.
- How much should I budget for drinks per person at a members' party?
- Plan two to three drinks per person for the first hour and about one drink per person for every following hour. Buy non-alcoholic options for the full guest count, not just for guests who request them in advance.
- When should I chill drinks for a members' party?
- Move drinks into refrigerators or coolers at least 4 hours before guests arrive. If the event starts in the evening, check the cooling space the morning of the party and use coolers with ice when needed.
- What do I need for a members' party buffet?
- Prepare at least one serving platter, serving utensil and clearly marked dietary option for each main dish. Put cutting boards, bread knives, serving spoons and dietary labels in place 30 to 60 minutes before serving.
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